Download UnderstandingRDBMS_100308_expanded

MS Access 2007
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
Choosing between Excel and Access

Relational database concepts
◦ Relational Database Management System

Getting started with MS Access 2007
◦ Demos
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Based on
Consider using
Access
• Data type
Examples
Excel
Mainly text
Mainly numeric
- Demographic data
- Address lists
- Student grades
- Accounting data
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Based on
Consider using
Access
• Data type
Examples
Excel
Can categorize in different
tables
(Data usually results in
very wide worksheets with
repeating data by row and
many empty cells.)
- Course enrollments by
student
- Record of event
attendance over time
IT User Services - University of Delaware
Based on
Consider using
Access
• Data type
Examples
Excel
Link to external data
- Shared accountingl
database
- Any database requiring
data entry, update, or
retrieval by more than one
person at a time
(Workbooks can be shared
for editing but under those
conditions, users cannot
be protected from each
others’ data changes.)
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Based on
Consider using
Access
• Usage
Data entry, storage,
management
Excel
Calculations, data analysis
Multiple users
• Reporting
Variety of layout and
grouping options
Pivot table reports, charts
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
Database: Organized collection of data

Purpose: Store , modify, and retrieve data.

Database table: Holds and organizes the data.
◦ Rows (records) for each unique data instance; uniqueness
provided by primary key. Examples:
 Check #, date, amount, payee (check register)
 Student ID, first and last names, address, phone # (student records)
◦ Columns (fields) for each type of data. Examples:
 Amounts
 Last names
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
Flat file database: Single table (looks similar to Excel
spreadsheet.)

Relational database: Two or more tables with a
defined relationship between or among them
◦ Relationships between tables are defined by physical or
business rules.

Primary key in one table relates to equivalent
column in another table (foreign key).
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
Relationship types: one-to-one
◦ E.g.: Information about states and state capitals
States
State Capitals
State Code
State Code
State Name
City Name
Governor
Mayor
State Population
City Population
Major Industry
Year Founded
State Motto
(etc.)
(etc.)
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
Relationship types: one-to-many
◦ E.g.: Database for tracking student financial transactions
Students
Transactions
Student ID
Transaction ID
First Name
Transaction Type
Last Name
Transaction Date
Street Address
Amount
City
Student ID
Zip Code
(etc.)
(etc.)
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
Relationship types: many-to-many
◦ E.g.: University student judicial database (students
involved in events leading to judicial hearings)
 Requires “bridging” or “linking” table in the database.
Students
StudentEvents
Events
Student ID
Event ID
Event ID
First Name
Student ID
Event Date
Last Name
Involvement
Event Time
Street Address
(etc.)
Location
City
Reported By
ZIP Code
Description
(etc.)
(etc.)
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
Relational Database Management System
◦ Contains related tables for storing data and tools and
interfaces for data manipulation. For example:

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Relationship management tools
Forms (data entry)
Mechanism to enforce design rules
Queries (data retrieval)
Reporting tools
Programming environment
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
Relational Database Management System
◦ MS Access provides all the tools listed below. In other
database management systems the tools may have to be
licensed or purchased separately (e.g., forms and reports for
Oracle or SQL Server)
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Relationship management tools
Forms (data entry)
Mechanism to enforce design rules
Queries (data retrieval)
Reporting tools
Programming environment
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MS Access is a relational database
management system.
It is a file-based system, not a client-server system (like Oracle
or SQL Server), and is not ideal for data sharing across large
work groups.
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
Create a new database

Create tables and enter data
◦ Copy and paste
◦ Import or link from other data source
◦ Enter data by hand
 Data entry form (preferred)
 Directly into table (not recommended)

Use an existing database
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
Microsoft Office Online
◦ Access 2007 courses (short video/audio/text)
◦ Access 2007 demos
◦ Access 2007 help (same as Help in the program)

Access tips (beginner, advanced, 2007-specific)
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Thank you for coming!
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